The Program/Project Specialist - 1897 (Executive Specialist) is responsible for overseeing and coordinating programs, initiatives and projects for U Market (UMS), Printing Services (PRT) and Addressing & Mailing (A&M). This position plans and coordinates administrative programs and initiatives; researches and gathers data for projects and/or reports; develops and executes programs within designated budgets; serves as a communication liaison with internal and external constituents; and provides administrative support for the department. This position also provides support, as requested, for members of the U Market, Printing Services and Addressing & Mailing senior leadership team.
55% Administrative: • Develop and maintain administrative processes, procedures and systems including electronic and manual tracking and filing systems for U Market, Printing Services and Addressing & Mailing. • Schedule meetings and events as directed with U-wide senior administrators, departmental contacts and external constituents. • Coordinate and manage multiple calendars, including the Director’s calendar. • Interact on a daily basis with UMS & Printing leadership and executive offices throughout the University. • Compose agendas and summaries. • Provide staff support for departmental and U-wide committees and work groups, including search committees, as requested. • Answer questions related to UMS and Printing Services administrative policy, respond to or initiate inquiries, and explain policies and procedures. • Support leadership in meeting their goals and objectives as requested. • Maintain discretion and confidentiality. Handle complex communications, both verbally and in writing, on behalf of UMS, Printing Services and Addressing & Mailing leadership, as requested. • Resolve issues and problems independently, as appropriate. Identify areas of improvement and make recommendations. • Investigate and develop responses to complicated, complex and/or sensitive inquiries, requests and issues. • Conduct research for reports, documents, publications and/or special projects. Gather, compile and review data. Assist with departmental data requests. Draft and prepare reports, graphs, manuals, presentations and correspondence /memoranda, maps/promotional materials including items for U Market, Printing Services and Addressing & Mailing, University governance, University senior executives and Board of Regents meetings. • Other duties as assigned.
30% Program and Project Support: • Assist the Administrative Services Manager with effective planning, implementation (including establishing and convening work teams), communication and coordination, evaluation of, and reporting on U Market and Printing Services-wide programs, initiatives and projects. Specific programs/initiatives/projects include the following: o Coordinate and oversee U Market and Printing Services use of performance appraisal tool for annual performance appraisals. o Coordinate and compile appropriate hiring documents per the hiring flow chart. o Assist in the development, planning and implementation of U Market and Printing Services annual effort related to customer service recognition. o Coordinate and align U Market and Printing Services wellness efforts with Auxiliary Services and overall University programs and efforts. Produce a wellness newsletter and regular communications plan. o Coordinate U Market and Printing Services efforts associated with Auxiliary Services/ University employee engagement efforts, including the Employee Satisfaction Survey. o Plan and coordinate U Market and Printing Services annual Community Fund Drive efforts. o Assist in the planning and coordination of departmental comprehensive operational reviews. o Assist in the development, planning and implementation of U Market and Printing Services diversity and respectful workplace training and educational initiatives. o Assist in the development, planning and implementation of departmental training. o Assist in the planning, coordination and implementation one-time special projects, as requested. o Assist with the annual staff compliance processes, such as year-end signature processes.
15% Customer Service: • Provide high quality customer service to U Market and Printing Services, the University community and beyond. • Support Communications and Marketing area as requested. • Assist with the design and production of promotional material, forms, newsletters and other written and electronic communication for the department.
Work Environment 100% of the work is performed in an office setting. “Fragrance Free Environment.”
This postion is covered by the AFSCME Clerical Union.
Salary: $17.31 - $18.00 per hour
Minimum Qualifications High School Diploma/GED and five years of experience related to program/project implementation and/or management, coursework in a related field may substitute for some years of experience. Experience successfully coordinating and/or implementing large programs, initiatives and/or projects. Experience working in and providing support for a complex administrative office environment for a senior executive. Experience working in a large, complex, highly decentralized organization. Proven record of maintaining discretion and confidentiality. Excellent written and verbal communication skills, including the ability to listen well and work effectively with diverse groups. Excellent time management and organization skills; ability to multi-task and prioritize tasks to meet deadlines. Computer experience, including Microsoft Suite or a similar software, with the ability to create graphs, charts, and reports; and familiarity with Google Applications or other calendaring systems.
Preferred Qualifications • Experience participating in or knowledge of process improvement methodologies • Experience planning, organizing and executing department-wide events • Excellent problem solving skills • Experience participating on or providing support for a marketing campaign • Proven record of excellent customer service skills • Experience managing a calendar for an executive
Internal Number: 334956
About University of Minnesota, Twin Cities
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.